Privacy Policy

This Privacy Policy explains what information MarineInspect handles, why, who it is shared with, and the choices available to you. It applies to the MarineInspect website, the Dealer Admin web portal, the MarineInspect mobile app, and the customer video pages that dealerships share with their customers.

Effective date: [Effective date]

MarineInspect is boat inspection software for marine dealerships and service departments. The service is operated by [Company legal name], [Registered business address] (“MarineInspect”, “we”, “us”).

MarineInspect is a business service. This policy covers:

• Visitors to the MarineInspect website.
• Dealer Admins who create and manage a dealership account.
• Managers and Technicians who are invited by their dealership to use the mobile app.
• Dealership customers whose details, boats, and inspections are recorded by a dealership, including customers who open a shared inspection video link.

Each dealership decides what customer, boat, and inspection information to record in MarineInspect. For that information, the dealership is responsible for its own relationship with its customers, and MarineInspect processes the information on the dealership's behalf (see Dealership-controlled information). [To be confirmed: confirm controller/processor roles and whether a data processing agreement is offered]

Dealer sign-up. When a dealership signs up on our website we collect the dealership name, the Dealer Admin's first and last name, work email address, optional mobile phone number, and password, and the chosen plan and number of seats.

Account and team information. For every user: name, email address, optional phone number, role (Dealer Admin, Manager, or Technician), the dealership the user belongs to, whether the account is active, and when the account was created. Passwords are handled by our authentication provider and are not visible to MarineInspect staff or to dealerships.

Dealership information. Dealership name, email, phone number, address, website, and logo, used for the dealership's workspace and on its inspection reports.

Customer information entered by a dealership: first and last name, email address, phone number, postal address, and notes.

Boat information entered by a dealership: manufacturer, model, year, hull identification number (HIN), registration number, engine make and model, and notes.

Inspection information: inspection type, checklist template, work order ID, checkpoint results and statuses, technician notes, the technician who performed the inspection, and when it was started and completed.

Photos and videos captured or selected for an inspection, with their file name, file type, file size, video duration, thumbnail, who added them, and when.

Device information from the mobile app, described in Device information.

Billing information. Plan, seat count, subscription status, billing period, and the identifiers our payment processor uses for the dealership's customer record and subscription. Card details are entered on Stripe-hosted pages and are not received or stored by MarineInspect.

Usage records needed to run the service: storage used by each dealership and the number of AI features used, with the AI model, processing size, and estimated cost of each request, so plan allowances can be applied.

Crash and diagnostic information from the mobile app, if crash reporting is enabled (see Third-party services).

Messages you send us, if you contact us.

We use information to:

• Provide the service: create accounts, run inspections, store media, generate reports, and let customers view shared videos.
• Authenticate users, keep each account on one registered phone, and keep each dealership's data separate.
• Provide AI features that a dealership's plan includes, when a user chooses to use them.
• Manage subscriptions, seats, storage limits, and AI allowances.
• Send service emails such as account invitations and password resets.
• Diagnose crashes and errors, maintain security, and prevent misuse.
• Respond to questions and support requests.
• Meet legal obligations.

We do not use dealership or customer information for advertising, and we do not sell personal information.

Legal bases for processing, where required by law: [To be confirmed: legal bases (e.g. contract, legitimate interests)]

Customer, boat, inspection, photo, and video records are created and controlled by the dealership. Each record belongs to exactly one dealership, and only that dealership's users can access it, according to their role.

A dealership is responsible for having an appropriate basis to record its customers' information and for responding to its customers' privacy requests. We will assist dealerships with those requests.

Technicians record inspection results, notes, photos, and videos in the mobile app. Photos and videos are uploaded to private storage for the dealership. Location metadata is removed from photos on the phone before upload. Larger videos are compressed on the phone; smaller clips may be uploaded unchanged, and videos chosen from the photo library may keep metadata added by the device, such as where they were recorded.

The app uses the camera and microphone only when a user starts a capture, and accesses the photo library only when a user chooses existing photos, videos, paperwork, or a dealership logo. The app does not request location access.

On plans that include AI features, MarineInspect uses OpenAI to process information when a user chooses an AI feature:

• AI document capture. When a user photographs a work order or boat paperwork, the image is sent to OpenAI to read customer details (name, email, phone, address, notes), boat details (manufacturer, model, year, HIN, registration, engine, notes), and the work order ID. The extracted details are shown to the user for review and are saved only if the user confirms them. MarineInspect does not store the document image or add it to the inspection's media.
• AI boat health insights. For a boat with completed inspections, the boat's manufacturer, model, and year, the inspection completion date and work order ID, and checkpoint names, statuses, and notes are sent to OpenAI to produce a summary for dealership staff. Customer contact details, photos, and videos are not sent. The resulting summary is stored with the boat.

Each AI request is counted against the dealership's monthly allowance. AI output can be inaccurate and should be reviewed by dealership staff.

OpenAI processes this information to provide the result under its API terms. [To be confirmed: OpenAI data retention and training terms applicable to MarineInspect's account]

PDF reports. Inspection reports are generated on the phone. A report includes the dealership's name and logo, customer and boat details, the work order ID, inspection results and notes, inspection photos, and, when the inspection has videos, a link to watch them. Reports are saved in the app's documents on the phone, where they are also visible in the device's Files app, and are shared by the dealership user through the phone's share options (for example email or messages). MarineInspect does not send reports to customers itself.

Inspection video links. The link in a report opens a web page showing the dealership name, the customer's name, the boat, the work order ID, and the inspection videos. The link is long and unguessable, each video is streamed through short-lived access that is checked on the server, the page is excluded from search engines, and no customer account is created. Anyone who has the link can view the page, so it should be shared only with the intended customer. A link keeps working until the video or inspection is deleted or the link is revoked.

Users sign in with an email address and password through our authentication provider, Supabase. New Managers and Technicians receive an email invitation from their dealership and set their own password. Password reset links are sent by email.

The mobile app keeps the user signed in by storing a session on the phone. The website uses cookies only to keep Dealer Admins signed in to the portal; it does not use advertising or analytics cookies. Our authentication provider records sign-in events, which can include the IP address and browser or device details, to operate and secure sign-in.

Dealer Admins can deactivate a user at any time, which blocks that user from using the app and portal.

To keep each account active on one phone at a time, the mobile app registers the phone the first time a user signs in. We store the platform (for example iOS), the device name set on the phone, the app version, when the device was registered and last seen, and a one-way hash of a random credential that stays in the phone's secure storage. We also keep a record of device events (registered, verified, revoked, and denied access attempts) for security.

The app does not access advertising identifiers and does not use device information for tracking. Dealer Admins can see which device is registered to each team member and can revoke it.

The MarineInspect database, authentication, file storage, and server functions run on Supabase. Inspection photos, videos, and dealership logos are stored in private Supabase Storage buckets that are not publicly accessible; files are organized per dealership and served through short-lived access.

Data region: [Supabase project region]. Website hosting provider: [Website hosting provider].

We use the following service providers to operate MarineInspect:

• Supabase — database, authentication (including account emails such as invitations and password resets), file storage, and server functions. Account emails are delivered by [Email delivery provider].
• Stripe — subscription billing. Stripe receives the dealership name, the Dealer Admin's email address, and payment details entered on Stripe-hosted pages. Stripe's own privacy policy applies to information you give Stripe directly.
• OpenAI — AI document capture and AI boat health insights, as described in AI processing.
• Sentry — crash and error reporting for the mobile app, when enabled. Reports contain technical information about the error, the app, and the device (such as app version, operating system, and device model). The app is configured to leave out screenshots, network request contents, the device name, and personal details such as names and email addresses. [To be confirmed: confirm whether crash reporting is enabled in production]
• Website hosting — [Website hosting provider]

We do not use advertising networks or third-party analytics in the website or the mobile app, and we do not track users across other companies' apps or websites.

We share information only:

• With the service providers listed above, to operate MarineInspect on our behalf.
• Within a dealership, according to each user's role.
• With a dealership's customers when the dealership shares a report or video link with them.
• When required by law, or to protect the rights, safety, and security of our users, customers, or MarineInspect.
• As part of a merger, acquisition, or sale of assets, subject to this policy.

We do not sell personal information and do not share it for advertising.

MarineInspect retains information for as long as necessary to provide the service and as directed by the applicable dealership, subject to legal and contractual requirements.

• MarineInspect does not delete or archive a dealership's inspections automatically.
• Deactivating a user blocks access but keeps the user's name on the inspections and records they created, so the dealership's history stays complete.
• When a Dealer Admin deletes a completed inspection, or a customer or boat, the related records are removed from the dealership's workspace and can no longer be accessed through MarineInspect.
• Deleted records and files may persist in our providers' storage systems and backups for a period after deletion.
• AI document images are not stored by MarineInspect after the extraction is returned.
• Billing records may be kept as required for accounting and tax purposes.

Retention after a dealership's subscription ends: [Retention period after a subscription ends]. Timing for removal of deleted files and backups: [Deletion and backup retention periods].

Security measures used by MarineInspect include:

• Encrypted connections (HTTPS) between the app, the website, and our servers.
• Database-level access rules that keep each dealership's records separate and limit each role to what it needs.
• Private storage for photos, videos, and logos, served through short-lived access.
• One registered phone per account, with a device credential kept in the phone's secure storage.
• Administrative credentials and provider keys kept on the server, never in the mobile app or website code.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Please report suspected security issues to us using the contact details below. See also our Security page.

Our service providers may process information in countries other than the one where you or your dealership are located. Where required, we rely on appropriate safeguards for these transfers. [To be confirmed: data locations and transfer safeguards (e.g. standard contractual clauses)]

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, and to object to or restrict certain processing.

• Dealership customers: please contact the dealership that recorded your information. The dealership controls those records, and we will help it respond.
• Dealership users: contact your Dealer Admin, who can update your details or deactivate your account, or contact us.
• Anyone else: contact us using the details below.

We may need to verify your identity before acting on a request, and we will respond as required by applicable law. [To be confirmed: jurisdiction-specific rights and disclosures (e.g. GDPR, CCPA)]

MarineInspect accounts are created and managed by dealerships. A Dealer Admin invites users, assigns their role, and can deactivate them when they leave the dealership. There is no public sign-up in the mobile app, and users cannot delete their account themselves; account changes and deletion requests are handled by the dealership or by contacting us.

MarineInspect is a business service for dealership staff and is not directed to children. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

We may update this policy as MarineInspect changes. We will post the updated version on this page and change the “Last updated” date. If a change is significant, we will take reasonable steps to let Dealer Admins know before it takes effect.

Questions or requests about this policy or your information: